You can set up an Email Signature that will be automatically applied whenever a user creates an email in FYI.
The Email Signature can include your company logo and sign-off information such as the name, email and phone numbers of the author of the email.
The text in the Email Signature displays in the editor in rich text. You can apply formatting using the tools in the editor. You can also copy and paste existing formatted text from Office programs and any formatting is reflected in the editor.
Email Signatures can only be set up and maintained by an FYI administrator.
There is only one Email Signature set up for your practice. This holds the information that is added to all emails created in FYI and the Email Signature is added to emails automatically.
The Email Signature that you want to use must have the status set as "Published" and marked as Use as email signature template.
Only one stationery is allowed to be set as the Email Signature. When you save the stationery that is check-marked as Use as email signature template, if there is any other had been used previously as the Email Signature, this will be automatically disabled.
If an additional Email Signature is set up, it will not be automatically used when emails are created unless it is marked as the one stationery to Use as email signature template.
Note: You can also set up specific layouts for emails using email templates in conjunction with Email Signature (refer to Creating Email Templates).
Including HTML Images and Formatted Text
If you want to include images and formatted text, you may find limitations with this when adding images and formatting directly to the Email Signature. In order that the images and formatting are always how you want them presented, it is recommended that you have your Email Signature created outside of FYI as HTML. You can use a third party consultant or skills internally to create the HTML file.
- Any images that are included must be hosted on your web server so that images can be accessed.
- Once you have the HTML file, this is copied into the FYI Email Signature.
- You can then include the FYI Merge Fields.
- You can view the HTML code in the FYI Email Signature and copy it. This is useful if you need to make any other adjustments outside of FYI, such as to colours, and then copy the updated HTML back to the FYI Email Signature.
Creating the Email Signature Stationery in FYI
The examples below detail how to set up the Email Signature.
- The first example shows the general principles and how to add Merge Fields. This shows a simple Email Signature with just the author's name and phone number added as Merge Fields, and some text.
- The second example shows how to bring in HTML to include images and formatting. This shows how to include Merge Fields, update formatting and how to view the HTML code.
Creating a Email Signature and Adding Merge Fields
- From FYI, click Settings in the top right-hand corner.
- Select Practice settings from the drop-down, then select Documents.
- Go to the Stationery tab.
- Click the Add Email Signature button.
Name - Enter the name of the Email Signature stationery. This displays as a reference in the Stationery list for your practice. The stationery will also show in this list with the "Type" set as "Email-signature" so you can distinguish it from the stationery used for Word documents.
State - Set the State as "Published". This will then display the additional option Use as email signature template.
Use as email signature template - click this to set it as enabled (with the green tick).
- Enter any text and add any images required in the Email Signature, or copy and paste this from an Office product. For information on using the tools, refer to Creating Email Templates and including Merge Fields.
- The Merge Fields are grouped into categories (for example, FYI, OTHER, XERO LEDGER, CORPORATE AFFAIRS, XPM, XERO TAX). Expand the group by clicking the arrow for the group and locate the Merge Field want to include.
To include any of the Merge Fields, position the cursor in the location in the template where you want the information to appear. Then click on one of the fields that are listed in the Merge Fields on the right-hand side (for example, AuthorName, AuthorPhone, AuthorQualifications). The correct code for the merge field is added for you in the body of the Email Signature Stationery.
If you have added Roles to your users (for example Director, Partner, Accountant) this can be included in the sign off in emails and documents by including the Merge Code "Author Role" in templates. Refer to Users.
- Click Save and the Email Signature will be used for all emails.
Creating an Email in FYI when you have an Email Signature
The following is an example of an email that has been created in FYI for the Email Signature in the example above. In this example, no template has been selected, so only the information brought in from the Email Signature is added to the email.
Information for any Merge Fields in the Email Signature (such as the user's name, phone/mobile) is picked up and added to the email.
Creating the Email Signature using HTML and Adding Merge Fields
The following example shows how to include an HTML file with images and text as the Email Signature and make adjustments to it. The following example shows how to include Merge Fields for the author's name, role, mobile and email.
- Create Email Signature as above. Enter the name, set the State to "Published" and enable Use as email signature template. This is the same as steps 1 to 4 above.
- Instead of entering text, you copy the HTML. Open the HTML file in a browser.
- Select all the text and images and Copy it (you can use Ctrl+A to select all and then Ctrl+C to copy).
- In FYI, in the Email Signature, position the cursor where you want the Signature to appear and Paste the HTML. It displays in exactly the same way as via the browser.
- To add Merge Fields, select the text that has been copied in from the HTML then select Merge Field. In the following example, this is adding the FYI Merge Field Author Name.
- The following example shows the Merge Fields added for Author Name, Author Role, Author Mobile and Author Email.
- If needed, use the tools to reapply any formatting to the Merge Fields. You can use the formatting tools so set formatting such as bold, fonts, colour.
Use the tools to apply any font setting to the text above the signature. This will set the font used for any text in the email.
- Click Save and the Email Signature will be used for all emails.
Creating an Email with Email Signature with HTML
The following is an example of an email that has been created in FYI for the Email Signature set up with HTML in the example above. In this example, no template has been selected, so only the information brought in from the Email Signature is added to the email.
Displaying the HTML Code
If you need to, you can display the HTML code from the Email Signature. It is easier to read this if you first change the Email Signature to Full Screen by clicking Full Screen.
Then click the More Misc tool and click Code View.
The HTML code displays.
From the Code View, you can copy the HTML code (which includes the correct codes for any Merge Fields that have been added). This will allow anyone with experience with HTML to make any other changes to the HTML and then copy this back in to the Email Signature.
In the code, any Merge Fields are included using special characters for the angled brackets, as in AuthorName in this example.
<p style="font-size: 14px; margin-right: 0px; margin-bottom: 4px; margin-left: 0px;"><b>«AuthorName»</b><strong style="color: rgb(0, 0, 0);"></strong>
If you are adding Merge Fields manually to the HTML code, you can use the following shortcut key combinations to add the special characters for the angle brackets.
Using a Font that is Not Available in FYI
For information refer to Creating Email Templates and including Merge Fields.